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ApprovalMax is built to work with QuickBooks Online - not around it
It syncs. Every step.
What's approved in ApprovalMax updates in QuickBooks Online automatically, no re-keying needed.
Approvers don't need a QuickBooks Online licence
Approvers act in ApprovalMax. QuickBooks Online stays clean.
Works however your business is structured
ApprovalMax scales without requiring a new system every time you grow.
Up and running before the end of the day
No lengthy implementation project, no waiting. Your team can use it the day you sign up.
How it works
The full accounts payable lifecycle, controlled at every stage
Automated data capture
Import bills directly using ApprovalMax Capture, Dext, or your preferred data extraction tool.
Approval automation
Route every bill, PO, and expense through the right approval chain. Based on vendor, amount, department, or entity.
Fraud and error detection
Catch problems before money moves. Duplicate bills, out-of-policy requests, anything risky gets flagged.
Purchase order management
Create, approve, and send purchase orders to suppliers without leaving the approval workflow.
Bill-to-PO matching
Match incoming bills to approved POs before they're approved for payment. Catch discrepancies before money moves.
Budget checking
Approvers see live budget impact at the moment of decision - not after the spend is already committed.
Supplier approval
Vet new suppliers against your policies before they're added to QuickBooks Online. No unauthorized vendors in the system.
Stand-alone workflows
Approve requests that live outside your accounting system - time off, travel, contracts - with the same audit trail and routing logic.
“In our experience, fraud in smaller businesses is based on thousand dollar amounts or less. If approvals are run via email, it is tempting to only authorize invoices over a certain margin. As a result, a lot of lower value transactions go unnoticed just because there is no fast and convenient way to approve them.”
Felix Latour
Director of Operations, Le Contrôleur
“The implementation was so straightforward that we were using ApprovalMax within days of signing up. It provided a simple, best-practice structure for processing purchase orders, bills, expenses, and vendor approvals. It hit all the key points and needs for our financial operations.”
Fil Marinkovic
CFO at BMI Group
“When our clients come in they usually don’t have any controls in place and have audit issues. ApprovalMax is the first tool I want them to set up because it solves 85% of the problem. With it, we now have controls in place and auditors love being able to see everything in the audit trail.”
Josiane Gomez
Founder & CFO at Zivo
Guide
8 reasons to tighten your financial controls for QuickBooks users
Email approvals and Slack threads aren't a system of record. This guide covers the most common ways AP controls break down as businesses grow - and what good looks like when they're working properly.
About QuickBooks Online
QuickBooks Online is accounting software built for growing businesses - managing invoicing, expenses, and financial reporting. ApprovalMax adds the approval governance layer that QuickBooks Online doesn't include natively: automated routing, enforced spending policies, and audit-ready records for every transaction.
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